PACKET: Commissioners Meeting at Mon, Mar 27, 09:00 AM

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Interlocal Agreement Amendment with Port of Port Townsend for Early MRWF Closure

Topic Summary

Jefferson County proposes to approve an Interlocal Agreement (ILA) amendment with the Port of Port Townsend to formally execute the early termination and closure of the Moderate Risk Waste Facility (MRWF) located at Boat Haven. Originally scheduled for December 31, 2024, the closure is being moved up to March 31, 2023, following the County's successful transition to household hazardous waste collection events for continued service. This early termination includes the conveyance of all leasehold improvements back to the Port, for which the Port will remit $49,107.00 to the County.

Key Points

  • The County and Port agreed in March 2022 (ILA Amendment #1) to early terminate the 1997 Interlocal and Lease Agreements for the MRWF, initially setting the termination date for December 31, 2024.
  • The Port requested the County vacate the premises sooner to undertake improvements consistent with its mission of sustainable economic development.
  • Public Works successfully transitioned MRW collection services to household hazardous waste collection events, meeting statutory requirements for post-closure care of the MRWF ahead of schedule.
  • The new ILA terminates the prior agreements and the December 22, 1997 Land Lease Agreement effective 11:59 p.m. on March 31, 2023.
  • The County shall return the premises, alterations, improvements, and fixtures to the Port on April 1, 2023 (12:00 a.m. a.m. Pacific Time).
  • The County remains liable for obligations surviving the lease term and all obligations, including hazardous materials liability, accruing before the amended termination date.
  • Substituting collection events for a fixed facility operation is estimated to achieve an annual reduction in program costs of $57,000 (based on 2020 MRW program costs).
  • The County provided technical assistance to the Port to establish a separate collection program for moderate risk waste commonly generated by Port tenants and Small Quantity Generators (SQG) customers at Boat Haven.

Financials

  • Revenue to the County (from the Port of Port Townsend): $49,107.00
  • This payment is in consideration of the depreciated value of recent capital improvements made to the MRWF by the County.
  • Projected cost savings: Estimated annual reduction in program costs of $57,000 by substituting collection events for fixed facility operations (based on 2020 MRW program costs).
  • Funding source related to this payment: Revenue account 401000010.39512.

Alternatives

  • None specified.

Community Input

  • Solid Waste Advisory Board (SWAC): Voiiced support for accommodating the Port’s request, after discussions in late 2021 and early 2022 concerning program revisions.

Timeline

  • 1997-12-22: Original Interlocal Agreement and Land Lease Agreement signed.
  • 2022-03-09: ILA Amendment #1 adopted, setting facility operation through December 31, 2024, and return of premises on January 1, 2025. (Original plan)
  • 2023-03-31 (11:59 p.m.): Proposed effective date for termination of prior MRWF agreements and lease.
  • 2023-04-01 (12:00 a.m.): Proposed date for the County to return the leased premises and convey improvements to the Port.

Next Steps

Staff recommends that the Board of County Commissioners approve the attached ILA.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Al Cairns - Public Works Department Contact
  • Pam A. Petranek - President, Commission of the Port of Port Townsend
  • Carol L. Hasse - Vice President, Commission of the Port of Port Townsend
  • Peter W. Hanke - Secretary, Commission of the Port of Port Townsend
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecutor

Intent to Vacate a Portion of Gustavsen Road Right-of-Way

Topic Summary

The Board is considering a resolution expressing its intent to vacate a specific, undeveloped portion of Gustavsen Road right-of-way, following a Hearing Examiner's recommendation dated March 1, 2023. The vacation is sought by Petitioner Alvord Investments LLC to increase the buildable size of their adjacent parcel. Approval is contingent upon the Petitioner meeting three key conditions, primarily revolving around ensuring future access for an adjacent parcel and compensating the County for the land value.

Key Points

  • The petition requests the vacation of the westernmost 100 feet of the 40-foot wide Gustavsen Road right-of-way (County Road No. 327809).
  • The subject right-of-way, located on the Bolton Peninsula near Quilcene, is designated as "Class A" road (no public expenditure for acquisition, improvement, or maintenance, per JCC 12.10.020).
  • The purpose, stated in the petition, is to increase the size of the Petitioner's parcel (601-061-009, owned by Alvord Investments, LLC) to make it buildable.
  • The adjacent property owner, Fisherman’s Point Homeowners Association (HOA), has signed the petition and confirmed they will quit claim their interest in the right-of-way to Alvord Investments LLC upon approval.
  • The section of road proposed for vacation is undeveloped, unmaintained by the County as a public road, is a dead end, and provides no area circulation for the general public.
  • Road vacation provides several ancillary public benefits, including reduced road maintenance costs, reduced County liability, and increased property tax revenue.
  • The vacation satisfies all seven review criteria in JCC 12.10.110.
  • The right-of-way was originally reserved by Jefferson County in 1946, not acquired by dedication; therefore, the Petitioner must pay the full current fair market value for the vacated segment (JCC 12.10.120(1)).
  • The vacation process terminates, and the Petitioner remains liable for administrative costs, if conditions are not met within one year (or approved extension).
  • A Restrictive Covenant is required on parcels 601-061-003 and 601-061-009 to reserve an ingress/egress/utility easement for parcel 601-061-003 if ownership of the two parcels is segregated, preventing landlocking of parcel 601-061-003.

Financials

  • Full fair market value required for compensation: $20,000.00 (based on an appraisal commissioned by the Petitioner).
  • Total previously paid administrative fee: $1,396.75 (the 2021 fee).
  • Current 2022 administrative fee: $1,477.08.
  • Additional administrative payment due: $80.33 (the difference between 2021 and 2022 fees) plus all other administrative fees and recording fees incurred in 2022 and 2023.
  • The Petitioner must pay remaining costs, including compensation and administrative fees, prior to the adoption of the final resolution.

Alternatives

  • None specified.

Community Input

  • No one appeared during the public hearing (January 17, 2023) to submit written comments or verbal testimony opposing or questioning this road vacation.

Timeline

  • 1946-07-XX: The 40-foot right-of-way was initially reserved by Jefferson County.
  • 1974-06-24: Formally established as a county road by Resolution 30-74.
  • 2023-01-17: Public hearing conducted by the Jefferson County Hearing Examiner.
  • 2023-03-01: Hearing Examiner Report issued recommending approval subject to conditions.
  • Proposed Resolution Date (Intent to Vacate): March 27, 2023
  • Deadline for Petitioner to meet all conditions: One year from the date of the Intent to Vacate Resolution (unless extended).

Next Steps

The Board of County Commissioners adopted the Hearing Examiner's findings and conclusions and approved the vacation of the subject right-of-way, subject to the Petitioner meeting the recommended conditions. The Board signed the Intent to Vacate Resolution committing to adopting a final Resolution upon fulfillment of conditions within one year. County staff are directed to record all required legal instruments simultaneously with the final vacation resolution.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Colette Kostelec, P.E. - Engineer III/Right-of-Way Representative
  • Nathaniel Gerlich - Petitioner / Governor, Alvord Investments LLC
  • Gary N. McLean - Hearing Examiner
  • Philip C. Hunsucker - Chief Civil Deputy Prosecutor
  • JCC 12.10.090, 12.10.110, 12.10.120, 12.10.020
  • RCW 36.87, 36.87.040, 36.87.090, 36.87.120, 36.87.140

Intent to Vacate Ricky Beach Drive Right-of-Way

Topic Summary

Jefferson County intends to formally vacate Ricky Beach Drive (County Road No. 504809), which has been closed since 1997 due to landslide hazards. This legislative decision, following a 2022 Hearing Examiner remand and public hearing, is recommended for approval subject to the petitioner, Russell Trask/Termination Point Properties, LLC, fulfilling several conditions ensuring continued legal access to Shine Road and community beach lots for all affected property owners.

Key Points

  • Ricky Beach Drive, located in the Plat of Termination Point, is a 60-foot wide, 1,650-foot long dead-end right-of-way that begins at Shine Road.
  • The road has been closed to vehicular traffic since 1997 by Board Resolution No. 10-97 due to an ongoing landslide hazard near milepost 0.35.
  • The road is the sole access for multiple lots within the Plat of Termination Point (Lots 8-19, Lots 36-41, and Lot 57) and Parcel 721022004 (owned by Petitioner, outside the plat).
  • Termination Point Properties, LLC (TPP) is the majority frontage owner, meeting the requirement of RCW 36.87.020.
  • The Hearing Examiner found that vacation offers public benefits, including reducing County road maintenance costs and eliminating County liability associated with the closed right-of-way (including potential issues like garbage dumping or danger trees).
  • The road segment is not subject to the RCW 36.87.090 "non-user statute" and does not abut salt or fresh water (RCW 36.87.130 does not apply).
  • All seven review criteria in JCC 12.10.110 were determined to be satisfied, subject to recommended conditions.
  • The petitioner's goal is to increase security in the area to deter issues like trespassing, drug use, and improper disposal.
  • The properties along the road, including Lots 8, 9, 10, 19, and Lot 57, are considered unbuildable due to geotechnical concerns related to ongoing landslide movement (Source: Geotechnical Report by the Stratum Group, December 24, 2019, commissioned by the Petitioner).
  • The County acquired the right-of-way through dedication in 1961, meaning compensation must be half of the current fair market value (JCC 12.10.120(1)).
  • The road area totals approximately 2.27 acres (60 ft x 1,650 ft).
  • The requirement for "Additional Payment" for improvement or maintenance costs (JCC 12.10.120(2)) is recommended to be waived because the road has been closed since 1997, and no public funds have been spent on maintenance during that time.
  • The Hearing Examiner recommended against conditioning the vacation on lot consolidation, as requested by staff, to allow for future acreage expansion or HOA voting rights purposes.

Financials

  • The Petitioner must compensate the County for land value calculated as 50% of the current fair market value, reflecting its acquisition by dedication.
  • The 2001 compensation figure (50% of assessed value) of $4,951.25 is deemed "not credible," requiring a valuation based on an updated appraisal.
  • The estimated land value floor is $10,000 per acre, suggesting compensation of at least $11,350 for the 2.27-acre segment (50% of $22,700).
  • The Petitioner must pay all administrative costs incurred by the County (including fees from 2022 and 2023) whether or not the vacation is ultimately approved.

Alternatives

  • Staff noted that if the Board denies the vacation, the current issues related to security, management, and County liability for the closed roadway would need to be addressed immediately.

Community Input

  • Nezam Toolooe (neighboring property owner): Spoke in favor of the road vacation, believing it will improve security for the area.
  • Owners of Lot 57 (Cooper-Long family): Opposed the vacation, raising concerns about potential loss of access and past code violations by the petitioner.
  • Petitioner's counsel noted that the Lot 57 owner currently uses an adjacent waterfront lot for independent beach access but desires continued Shine Road access (which is addressed by a condition for an easement).

Timeline

  • 1961-11-06: Plat of Termination Point recorded, dedicating Ricky Beach Drive right-of-way.
  • 1997-XX-XX: Road closed to vehicular traffic by Resolution No. 10-97 due to landslide hazard.
  • 2001-XX-XX: Original road vacation petition submitted.
  • 2022-12-20: Public hearing conducted by the Hearing Examiner (remanded from BOCC).
  • 2023-03-07: Hearing Examiner Report recommending approval with updated conditions issued.
  • Deadline for Petitioner to meet all conditions: One year from the date of the Intent to Vacate Resolution (unless extended).

Next Steps

The Board of County Commissioners adopted the Hearing Examiner's findings, conclusions, and recommendations (Resolution No. 14-23), subject to the Petitioner fulfilling five conditions for access and compensation within one year. County staff are directed to ensure simultaneous recording of all legal instruments (Restrictive Covenant, Quit Claim Deed, easements) upon final vacation approval, at the Petitioner's expense.

Sources

  • Monte Reinders, P.E. - Public Works Director and County Engineer
  • Colette Kostelec, P.E. - Engineer III/Right-of-Way Representative
  • Russell Trask / Termination Point Properties, LLC - Petitioner / Member
  • Gary N. McLean - Hearing Examiner
  • Lincoln Miller - Petitioner's Attorney
  • Philip C. Hunsucker - Chief Civil Deputy Prosecutor
  • JCC 12.10.110, 12.10.120
  • RCW 36.87.020, 36.87.040, 36.87.120, 36.87.130, 36.87.090
  • Geotechnical Report by the Stratum Group (December 24, 2019)
  • Washington Constitution, Article 8, Sec. 7

American Rescue Plan Act (ARPA) Grant: Jefferson Interfaith Action Coalition (JIAC) Winter Welcoming Center

Topic Summary

Jefferson County is approving an American Rescue Plan Act (ARPA) grant agreement allocating $20,000 to the Jefferson Interfaith Action Coalition (JIAC) to support the operation of their Winter Welcoming Center (WWC). This funding is crucial as the WWC is seeking a new permanent location, moving from the rent-free Pope Marine Building, which will significantly increase their operating expenses.

Key Points

  • JIAC requested $20,000 to help provide permanent winter shelter space for the unhoused population. The Board allocated the full requested amount.
  • The Winter Welcoming Center (WWC) is midway through its fifth season and offers shelter, warmth, WiFi, computer use, refreshments, and connection to services during the cold months (mid-November through mid-April), operating 7 days a week (8:30 a.m. - 12:30 p.m., longer when severe weather occurs).
  • Services provided include distributing donated items (clothes, sleeping bags) and shower tokens/laundry vouchers.
  • The WWC must relocate from its current rent-free location in the Pope Marine Building (provided by the City of Port Townsend), which will escalate funding needs due to rent expenses.
  • The allocated ARPA funds are contingent upon receipt of the second tranche of ARPA revenue sharing funds.

Financials

  • Grant Amount (Expenditure): $20,000 (from ARPA funds in Fund 123, Grants Management).
  • JIAC requested $20,000, and the Board allocated $20,000.
  • JIAC projected minimum total expenses for the sixth season (mid-November 2023 - mid-April 2024), excluding rent: $32,200 (Staff: $25,000.00; Supplies: $6,500.00; Misc: $700.00). The needed rent cost is currently undetermined.
  • JIAC has not received previous county ARPA or CARES awards.

Alternatives

  • None specified.

Community Input

  • The proposal noted that the WWC serves vulnerable populations, including ALICE households, and aims to strengthen the safety net for the unhoused population in East Jefferson County.

Timeline

  • 2023-02-10: JIAC proposal submitted.
  • 2023-02-27: BOCC reviews grant proposals.
  • 2024-12-31: Grant term end date.

Next Steps

The Board of County Commissioners is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Paul R. Heins - Jefferson Interfaith Action Coalition Board Member
  • Carlyn Gallang - County Administrator staff
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

American Rescue Plan Act (ARPA) Grant: Northwest School of Wooden Boatbuilding (NWSWB) Student Housing Upgrades

Topic Summary

Jefferson County is approving an American Rescue Plan Act (ARPA) grant agreement for $80,000 for the Northwest School of Wooden Boatbuilding (NWSWB) to upgrade seven recently acquired cottages adjacent to the school's campus. The cottages are intended for student housing, addressing a critical shortage of housing and serving as a barrier removal for students entering the marine trades economy.

Key Points

  • NWSWB requested $100,000 to address safety and energy efficiency upgrades in seven recently acquired cottages intended for student housing in Lower Hadlock.
  • The Board allocated $80,000.
  • The upgrades prioritize making the cottages safe and livable by addressing electrical systems and adding mini-split heat pumps.
  • The cottages are adjacent to the school campus, making them ideal for student housing once renovated.
  • The demand for housing is severe and is identified by the NWSWB as a barrier to people seeking to attend the school and enter marine trades.
  • NWSWB graduates often enter local marine and construction trades, with many becoming business owners.
  • The school catalyzes $2 million to $3 million in annual county spending through school and student purchases.
  • The ARPA funding is intended to leverage the $1,500,000 NWSWB has already invested in the cabins (which are adjacent to the school's campus).

Financials

  • Grant Amount (Expenditure): $80,000 (from ARPA funds in Fund 123, Grants Management).
  • NWSWB request: $100,000.
  • Total estimated cost for prioritized safety and energy efficiency upgrades: $100,002 (quoted by an electrical contractor using Prevailing Wage).
  • Specific estimated costs include: Upgrading electrical service panels ($26,600); Ductless heat pumps ($35,700); Installing circuits for heat pumps ($4,480); Installing detectors ($4,480); Replacing switches/receptacles ($6,650); Inspecting grounding ($392); Installing bathroom exhaust ($7,700); Installing kitchen exhaust units ($14,000).
  • NWSWB capital investment leveraging ARPA funds: $1,500,000.

Alternatives

  • None specified.

Community Input

  • The grant application highlighted the project supports Economic Development and strengthens the vitality of the waterfront community in Lower Hadlock.

Timeline

  • 2023-02-01: NWSWB proposal for ARPA funding submitted.
  • 2023-02-27: BOCC reviews grant proposals.
  • 2024-12-31: Grant term end date.

Next Steps

The Board of County Commissioners is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Betsy Davis - Executive Director, NWSWB
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

American Rescue Plan Act (ARPA) Grant: Peninsula Trails Coalition (PTC) Olympic Discovery Trail Trailhead

Topic Summary

Jefferson County is funding a $20,000 ARPA grant to the Peninsula Trails Coalition (PTC) for the development of the Hall Baetz Viewpoint (HBV) Trailhead on the Olympic Discovery Trail (ODT) in the South Discovery Bay area. This project will create a needed public access amenity for the ODT and the Great American Rail Trail (GART) connection, which is intended to benefit local residents and visitors.

Key Points

  • PTC requested $50,000 to fund the development of an ODT trailhead and viewpoint in the South Discovery Bay area. The Board allocated $20,000.
  • The project, named the Hall Baetz Viewpoint (HBV), is dedicated to honoring Mr. Hall Baetz, who provided thousands of volunteer hours finding a safe and viable route for the ODT across the Eaglemount area, avoiding State Route 20.
  • The location is meant to fulfill a need for access to both the Great American Rail Trail (GART) and the ODT at Discovery Bay.
  • Current plans for the HBV include a 20’ by 30’ rustic log shelter, parking for 8 – 10 cars, restroom facilities, water availability, electrical access, and interpretive signage covering Hall's contribution, Native American history, and early pioneer settlements.
  • Construction is planned to begin in the summer of 2023, with permitting for land use and the viewpoint structure nearing approval.

Financials

  • Grant Amount (Expenditure): $20,000 (from ARPA funds in Fund 123, Grants Management).
  • PTC request range: $20,000 to $50,000.
  • The project is also supported by private donors.

Alternatives

  • None specified.

Community Input

  • Local communities in eastern Jefferson County (approx. 10,000 residents) and Port Townsend incorporated city support the project, noting the convenience of an additional access point and the potential economic benefit to local tourism businesses (accommodations, restaurants, retail).

Timeline

  • Construction is planned to begin in the summer of 2023.
  • 2024-12-31: Grant term end date.

Next Steps

The Board of County Commissioners is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Jeff L. Selby - Jefferson County Vice President, Peninsula Trails Coalition
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

American Rescue Plan Act (ARPA) Grant: Olympic Neighbors Adult Family Home Program

Topic Summary

Jefferson County is approving an American Rescue Plan Act (ARPA) grant agreement allocating the full requested $24,000 to Olympic Neighbors (ON) to support the operation of its Adult Family Home program. This program provides critical safe, affordable, and supportive housing with 24-hour staff support for adults with intellectual and developmental disabilities (IDD), the only residential home of its kind in the county.

Key Points

  • Olympic Neighbors (ON) operates the only residential home in Jefferson County providing safe, affordable housing and 24-hour staff support for adults with IDD.
  • The goal of the program is to enhance community diversity and provide supportive housing to adults with IDD, addressing the critical need as aging parents can no longer care for their disabled adult children (over 100 individuals in the community require this support).
  • State funds cover 65% of the costs for IDD housing services, requiring ON to fundraise the remainder.
  • The state recently approved an "unprecedented" 30% rate increase over the next two fiscal years; the ARPA funds are requested to cover immediate costs (rent, utilities, groceries) until that additional funding is received.
  • ON is in preliminary discussions to expand services by building an additional home on Habitat for Humanity land in Port Hadlock.

Financials

  • Grant Amount (Expenditure): $24,000 (from ARPA funds in Fund 123, Grants Management).
  • ON requested $24,000, and the Board allocated $24,000.
  • State funding for IDD housing services covers 65% of costs; Washington ranks 39th nationally for funding IDD housing services.
  • Olympic Neighbors 2023 Revenue Budget Total: $541,690.
  • DSHS/DDA AFH Payments: $275,940
  • Program Fees: $110,000
  • Government Grants (including this ARPA request): $24,000 (Total Grants: $39,000)
  • Olympic Neighbors 2023 Expenditure Budget Total: $541,690.
  • Wages/Payroll Expenses Total: $434,603
  • Rent & Lease: $12,000
  • Utilities: $10,000
  • House Groceries: $10,000

Alternatives

  • None specified.

Community Input

  • The proposal emphasized that the model is cost-effective, inclusive, and helps a vulnerable population avoid homelessness or institutionalization.

Timeline

  • 2023-02-03: Olympic Neighbors proposal submitted.
  • 2023-02-27: BOCC reviews grant proposals.
  • 2024-12-31: Grant term end date.

Next Steps

The Board of County Commissioners is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Claudia Coppola - Executive Director, Olympic Neighbors
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

American Rescue Plan Act (ARPA) Grant: Olympic Housing Trust (OHT) Dundee Hill Affordable Housing

Topic Summary

Jefferson County is approving an American Rescue Plan Act (ARPA) grant agreement allocating $80,000 to the Olympic Housing Trust (OHT) for its Dundee Hill affordable housing project in Port Townsend. Tthe OHT development proposes 5 condominium units for qualifying first-time homebuyers earning below 80% of the area's median income. This funding will help defray overall construction costs, specifically aspects of the concrete (foundations) and carpentry (rough framing).

Key Points

  • OHT submitted a request for $100,000 to fund concrete and carpentry work for the Dundee Hill project. The Board allocated $80,000.
  • The project will feature 5 new construction multi-family condominiums (two 2-bedroom units and three 3-bedroom units), with a projected occupancy of 16.
  • The land was secured via a local property donor. The project site is adjacent to an existing half-acre food bank community garden.
  • OHT operates as a Community Land Trust (CLT), retaining ownership of the land to ensure permanent, generational affordability for low-to moderate-income households through ground lease agreements.
  • The homes are designed to be compact, energy efficient, solar-ready, and compatible with regional environmental/aesthetic influences.
  • The funding supports the project construction launch, mitigating risk from lack of capital and showcasing County support.

Financials

  • Grant Amount (Expenditure): $80,000 (from ARPA funds in Fund 123, Grants Management).
  • OHT request: $100,000.
  • Total Sources (Budget): $2,452,805.
  • Total Uses (Budget): $2,452,805.
  • Capital Funding Sources include: North Cascade Bank / USDA Financing ($943,000); Housing Trust Fund ($500,000); Private Capital Raised ($196,776); City of Port Townsend (fee waivers, $29,268); CHIP and CDBG ($197,311); Foundations ($100,000); Capital Campaign ($486,450).
  • Capital expenditures targeted by the grant fund: Concrete (Foundations, slab on grade floors, walkways - $147,638) and Carpentry (rough framing - $132,831).

Alternatives

  • None specified.

Community Input

  • The proposal argues that the project addresses the need for affordable housing for the local workforce.

Timeline

  • 2023-02-10: OHT Proposal submitted.
  • 2023-02-27: BOCC reviews grant proposals.
  • 2024-12-31: Grant term end date.

Next Steps

The Board of County Commissioners is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Jesse Thomas - Board President, Olympic Housing Trust
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

American Rescue Plan Act (ARPA) Grant: Port Townsend Marine Trades Association (PTMTA) Overhead Costs

Topic Summary

Jefferson County is approving an American Rescue Plan Act (ARPA) grant agreement to allocate $15,000 to the Port Townsend Marine Trades Association (PTMTA) to cover office overhead expenses, such as utilities and rent, thus assisting the organization in maintaining its newly leased office space. The PTMTA is an important element in the local marine trades, which contribute significantly to the local economy.

Key Points

  • PTMTA requested $20,000 to secure a minimum of five years of office overhead support in its new office in the Nomura building, where they partner with the Northwest School of Wooden Boat Building.
  • The Board allocated $15,000.
  • The Marine Trades sector provided over 20% of the local economy per the 2018 Economic Impact Study (EIS).
  • The 2018 EIS leveraged dollars generated for other government businesses (over $10 million), including EDA funding for the Port, NWSWB, and NW Maritime Center, and helped lead to the passing of the IDD.
  • PTMTA plans to conduct an EIS update in 2023, leveraging a $25,000 commitment from the Port of Port Townsend.
  • PTMTA also operates a "Life Boat fund," which provides assistance to trades workers facing medical, injury, or hardship issues.
  • The allocated ARPA funds must be spent by December 31, 2026.

Financials

  • Grant Amount (Expenditure): $15,000 (from ARPA funds in Fund 123, Grants Management).
  • PTMTA request: $20,000 minimum.
  • PTMTA stated that any additional funds received beyond the overhead costs would go towards the 2023 EIS update or operational needs.
  • PTMTA Fiscal Support for EIS Update: $25,000 committed by the Port of Port Townsend.

Alternatives

  • None specified.

Community Input

  • The proposal highlights the vital nature of marine trades to the sustainability of Jefferson County and its residents.

Timeline

  • 2026-12-31: Deadline to spend grant funds.
  • 2023-07-01: Grant term start (estimated).
  • 2024-12-31: Grant term end date (through the agreement document, but funds must be spent by 12/31/2026).

Next Steps

The Board of County Commissioners is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Peter R. Langley - President, Port Townsend Marine Trades Association
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Brinnon Community Center Facia, Siding, and Roof Repairs

Topic Summary

Jefferson County is approving an $8,649.45 contract with N&N Construction for immediate repairs to the Brinnon Community Center and an upgrade to the associated Water Treatment Shed. The repairs address visible damage and facia rot caused by recent weather events and the prior absence of gutters, ensuring the building's maintenance and reliable water access for occupants.

Key Points

  • The Brinnon Community Center requires repairs to roofing, siding, and facia due to damage from recent weather and previously lacking gutters.
  • Gutters will be installed as part of the remediation plan.
  • An upgrade to the Water Treatment Shed is necessary as it is "key to the Brinnon Community Center's day-to-day operations," providing years of reliable access to water once upgraded.
  • This construction contract for $8,649.45 is exempt from the bid process.
  • The scope of work includes: removing the old composition roofing and underlayment, supplying/installing new flashing, underlayment, and roofing material (Owens Corning True Definition Algae resistant shingles), removing and replacing rotten facia and barge rafters, painting the new facia/rafters, installing new gable/eave metal flashing, and installing continuous gutters with downspouts.

Financials

  • Total Project Cost (Expenditure): $8,649.45 (flat fee).
  • Funding Source: Fund 301 (no Munis Org/Obj specified).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • The contract term is 2023.

Next Steps

Staff recommended the approval of the contract with N&N Construction. The Board approved the contract as part of the consent agenda (Item 15).

Sources

  • Chris Goy - Central Services Director
  • Matthew Court - Central Services - Facilities Contact Person
  • N&N Construction - Contractor
  • Mark McCauley - County Administrator

Shoreline Master Program (SMP) Periodic Review and Shoreline User Guide (SUG) Grant Agreements

Topic Summary

The Department of Community Development (DCD) is requesting approval for two grant agreements with the Washington State Department of Ecology (ECY). The first is an amendment to the Shoreline User Guide (SUG) agreement to add funding and allow for consultant services. The second is a new $50,000 grant agreement for the Shoreline Master Program (SMP) periodic review, designed to utilize consultant support to finalize the update process by the grant expiration of June 30, 2023.

Key Points

  • DCD is undertaking the periodic review of the Shoreline Master Program (SMP) and the complementary, non-mandated Shoreline User Guide (SUG).
  • SMP Periodic Review is mandated by the Shoreline Management Act (RCW 90.58).
  • SUG Amendment (SEASMPC-2123-JCDCD-00010):
    • The grant amendment is needed because the original scope relied on in-house DCD resources, which are now constrained due to staff turnover and development review workload.
    • The amendment allows for consultant services to draft the SUG.
    • The deliverable due date of June 30, 2023, is changed from a final product to a draft SUG. The final SUG will be completed after the updated SMP is adopted (anticipated late summer/early autumn).
  • SMP Periodic Review (SEASMP-2123-JCDCD-00190):
    • This new $50,000 grant reimburses the County for consultant services to move the SMP update toward adoption by June 30, 2023.
    • Previous unrelated SMP efforts were partly reimbursed through a grant (SEASMP-1921-JCDCD-00032) that expired June 30, 2021.
    • Work required for the SMP update includes responding to ECY's Initial Determination (ID) Memo, modifying the working draft, and advancing the proposal through the public process.
  • DCD currently holds an active contract with BERK Consulting to complete the SMP update, with a remaining balance of $4,688. DCD plans to issue supplemental agreements to BERK for the work specified in both ECY grant agreements.

Financials

  • SUG Grant Amendment: Adds $3,000, raising the total grant to $28,150.
  • The $3,000 increase offsets the difference between estimated hourly costs for internal staff versus external consultants.
  • SMP Periodic Review Grant: $50,000 (Ecology Share 100%; Recipient Share $0.00).
  • This $50,000 grant is available for consultant cost reimbursement for work completed by June 30, 2023.
  • Funding Source for SMP Grant: $50,000 from the Model Toxics Control Operating Account (MTCOA).
  • Funding Source for SUG Grant: $28,150 from the Model Toxics Control Operating Account (MTCOA).
  • The total future budget required to complete the project (July 1, 2023 until adoption) is estimated to exceed this $50,000 amount, necessitating a supplemental agreement after the current grant period expires.

Alternatives

  • None specified.

Community Input

  • Project goals emphasize informing and involving all stakeholders in the SMP periodic review process.
  • The SUG is intended to aid implementation by interpreting key regulatory provisions for shoreline property owners, potential purchasers, real estate agents, contractors, and design professionals.

Timeline

  • 2021-07-01: Effective Date of SMP grant (SEASMP-2123-JCDCD-00190).
  • 2022-09-XX: ECY's Initial Determination (ID) Memo issued (prompting necessary revisions).
  • 2023-03-14: Effective date of SUG Amendment No. 1.
  • 2023-06-30: Expiration Date of both ECY grants (end of state's fiscal biennium).
  • Post-June 30, 2023 (anticipated late Summer/early Autumn): Adoption of updated SMP.
  • Post-SMP Adoption: Final version of the SUG will be completed.

Next Steps

DCD recommends executing both grant agreements. Following execution, DCD will prepare supplemental agreements to the existing contract with BERK Consulting.

Sources

  • Brent A. Butler, AICP - DCD Director
  • Josh D. Peters, AICP - DCD Deputy Director
  • Michelle McConnell - Ecology Project Manager
  • BERK Consulting (Consultant for SMP update)
  • RCW 90.58 (Shoreline Management Act)
  • WAC 173-26 (Shoreline Master Program Guidelines)

American Rescue Plan Act (ARPA) Grant: Jefferson Community Foundation (JCF) Scholarship Summit

Topic Summary

Jefferson County is approving an ARPA grant of $20,000 to the Jefferson Community Foundation (JCF) to support the preparation and execution of a Jefferson County Scholarship Summit, aimed at coordinating and diversifying the local scholarship landscape. The goal is to maximize the impact of over 50 existing scholarship sources, shift focus toward supporting trades/apprenticeships, and improve access for youth.

Key Points

  • JCF requested $45,000 to plan and execute a Jefferson County Scholarship Summit. The Board allocated $20,000.
  • The summit aims to address issues where over 50 scholarship sources operate in "silos," often resulting in small, one-year awards that frequently go to the same students.
  • The Summit seeks to increase coordination to create a more diverse and impactful scholarship landscape.
  • Key goal: Educate providers about local apprenticeships and internships (e.g., ship-building, home-building, trades) and encourage modifying criteria to support these opportunities, potentially bridging funding gaps for employers providing early-stage training.
  • JCF plans to undertake broad outreach to engage scholarship decision-makers for the event in 2024.
  • Potential partners for programming include the Economic Development Council (EDC) and Skillimation.

Financials

  • Grant Amount (Expenditure): $20,000 (from ARPA funds in Fund 123, Grants Management).
  • JCF request: $45,000 (Total projected revenue for the summit budget was $80,000).
  • JCF's total proposed budget for the Summit: $80,000.
  • Proposed funding sources (JCF estimate, before allocation cut): Individual Donations ($25,000); Grants/Foundation Funding ($10,000); ARPA Funds ($45,000).
  • Largest expense item in JCF's budget: Payroll ($52,700 for Summit Coordinator, JCF ED, Stewardship Manager, and admin).
  • Stipend for partners (e.g., EDC, Skillimation) budgeted at $10,000.

Alternatives

  • None specified.

Community Input

  • The proposal posits that the Summit could significantly impact young people and employers by addressing skill gaps in industries critical to the local economy.

Timeline

  • 2023-02-10: JCF proposal submitted.
  • 2023-02-27: BOCC reviews grant proposals.
  • 2024-XX-XX: Jefferson County Scholarship Summit planned for 2024.
  • 2024-12-31: Grant term end date.

Next Steps

The Board of County Commissioners is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Siobahn Canty - President & CEO, Jefferson Community Foundation
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Award of Contract for Official County Newspaper

Topic Summary

Jefferson County is awarding a contract to the Port Townsend & Jefferson County Leader (The Leader) to serve as the Official County Newspaper for legal publications for a one-year term starting July 1, 2023. The selection resulted from a competitive bid process as required by RCW 36.72.075.

Key Points

  • RCW 36.72.075 requires the County to call for bids for the Official County Newspaper annually.
  • Two bids were received: one from The Port Townsend – Jefferson County Leader and one from the Peninsula Daily News.
  • The Commissioners reviewed the bid comparison on March 13, 2023, and directed staff to prepare a contract with The Leader.
  • The agreed rate is $8.50 per column inch for legal notices.
  • Publication frequency: One time per week on Wednesday (typeset: Helvetica 7.0 point, column width: 1.58 inches).
  • Other enhancements provided by The Leader at no additional charge:
    • Publication of legal notices on the newspaper's website (www.ptleader.com) and a statewide community newspaper website (www.wapublicnotices.com).
    • Publication of the Jefferson County logo and project location map with relevant legal notices.
    • Provision of two annual newspaper subscriptions and full access to The Leader website for the County.
    • Legal notices are accepted with a discounted display ad rate of $13 a column inch.
    • The Leader welcomes County press releases and will endeavor to publish timely information, subject to editing or further reporting.
  • The column inch rates are extended to other public agencies in Jefferson County, provided they meet the submission conditions.
  • The County must submit legal copy by email by 1:00 p.m. two full days prior to the Wednesday publication.

Financials

  • Rate: $8.50 per column inch.
  • Expenditure: TBD (total amount depends on usage by various County departments and offices).
  • Funding Source: VARIOUS Fund(s) (no Munis Org/Obj specified).

Alternatives

  • The Peninsula Daily News submitted a bid that was compared alongside the Port Townsend/Jefferson County Leader bid.

Community Input

  • One public comment was received regarding the bid award following the original March 13, 2023 discussion.

Timeline

  • 2023-01-18: Call for bids published.
  • 2023-03-06: Two bids opened and read publicly.
  • 2023-03-13: Commissioners reviewed bids and directed staff to prepare the contract with The Leader.
  • 2023-07-01: Contract start date.
  • 2024-06-30: Contract end date.

Next Steps

The Board of County Commissioners is recommended to approve the attached contract. The Board approved the bid award on March 13, 2023 (Contrada, item 2).

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator
  • Lloyd Mullen - Publisher, The Leader
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 36.72.075

Central Services Department 2023 Work Plan: Administration, IT, GIS, Records, Fleet, and Facilities

Topic Summary

The Central Services Department presented its 2023 Annual Work Plan, covering goals and achievements across its functional units: Information Services (IT, GIS, Records Management, Public Records), Fleet Services/ER&R, and Facilities. Key priorities for 2023 include major cybersecurity advancements, IT infrastructure relocation, capital replacements (vehicles and buildings), and organizational process improvements.

Key Points

  • Information Services - IT:
    • Recent Progress: Launched a new helpdesk ticketing system, supported MUNIS and EnerGov implementations, staffed key positions (Network Technician III Mikey Forville; Database Specialist Scott Carpenter), and started implementing State Auditor's Office (SAO) cybersecurity audit recommendations.
    • 2023 Goals: CRITR Server Room Relocation Project; migrating email to Microsoft Exchange Online; launching new cybersecurity/departmental policies; developing incident response planning and interlocal cybersecurity partnership.
  • Information Services - GIS:
    • Recent Progress: Worked on redistricting and VoteWA integration, automated GPS data for Public Works vehicles (mower, snowplow, salt vehicles), and achieved compliance with NENA Next Generation 911 standards for road centerline/address point data.
    • 2023 Goals: Develop automated processes to integrate GIS web maps with EnerGov permitting information; upgrade to the latest ArcGIS Enterprise version; migrate Parcel Fabric (Tax Parcels, Lots, Subdivisions) to ArcGIS Pro.
  • Information Services - Records Management / Public Records Administrator:
    • Recent Progress: Successfully conducted annual physical destruction process; completed 2022 calendar year processing 371 County PRRs and 599 Sheriff PRRs.
    • 2023 Goals: Design and implement annual 'Spring Cleaning' digital destruction policy; biannual Public Records Act training for all new and untrained staff (Spring and Fall); continue developing Standard Operating Procedures (SOPs) for PRA and records compliance countywide.
  • Fleet Services / ER&R:
    • Recent Progress: Replaced wash facility water filtration system; 14 replacement units completed/upfitted; nearly 1,000 repair orders completed.
    • 2023 Goals: Hadlock Shop Roof Replacement; Hoh Shop fuel tank replacement, heating upgrades, and generator install; 15 Vehicle and Equipment replacements; Solar/Backup power for the Sign Shop; identify and implement Electric Vehicle charging stations.
  • Facilities:
    • Recent Progress: Repaired water leaks at multiple facilities; completed annual life safety equipment inspection early; replaced roofs at Quilcene and Tri-Area Community Centers; repaired siding/railing at Quilcene and Brinnon Community Centers.
    • 2023 Goals: CRITR Server Room Relocation; begin major upgrades to one or more County Community Centers; implementing New Hire / Move Request forms (with Info. Services) for process improvement.
  • Central Services Director (Role Goals):
    • 2023 Goals: Renewed Long-Term Operating Agreement with the Humane Society; fully implement Capital Facilities Planning Committee; developing County Code Recommendations on multiple key issues; enhance Cybersecurity Standards Countywide.

Financials

  • None specified for the work plan budget outside of standard departmental operations.

Alternatives

  • None specified.

Community Input

  • None mentioned during the workshop discussion.

Timeline

  • Goals and status reviewed are for the 2023 calendar year.

Next Steps

The Board participated in the workshop, providing discussion and direction to staff as needed.

Sources

  • Chris Goy - Central Services Director
  • Mark McCauley - County Administrator
  • Sara McIntyre - IT Team Lead
  • Mikey Forville - Network Technician III
  • Scott Carpenter - Database Specialist
  • Dave Monroe - Capital Projects / Facilities Maintenance Technician

Temporary Road Closure on West Valley Road (MP 3.56 to MP 3.60)

Topic Summary

Jefferson County Public Works proposed and received approval for a temporary, short-term closure of a segment of West Valley Road (County Road No. 514109) for approximately nine hours on Wednesday, March 29, 2023. The closure is necessary to replace a damaged culvert quickly and cost-effectively prior to summer road resurfacing.

Key Points

  • The temporary road closure is planned between Milepost (MP) 3.56 and MP 3.60 on West Valley Road, County Road No. 514109.
  • The closure is for replacing a damaged culvert at MP 3.583 in advance of planned road resurfacing this summer.
  • The closure is planned for approximately nine hours (7 A.M. until 4 P.M.) on Wednesday, March 29, 2023.
  • The temporary closure will allow the work to be completed faster and at a lower cost than alternatives.
  • Public Works determined that constructing an on-site traffic bypass would be "economically infeasible."
  • Alternate routes are available to the motoring public.
  • Notice of closure will be provided by signage not less than 3 days prior, as required by law. Publication in the newspaper is not required because the closure is less than twelve hours.
  • The closure is authorized under Chapter 47.48 RCW.

Financials

  • Cost analysis: None performed, but staff stated that constructing a bypass would be cost-prohibitive. Closure is the low-cost solution.

Alternatives

  • Constructing an on-site traffic bypass (deemed economically infeasible).

Community Input

  • None specified.

Timeline

  • 2023-03-29 (7 A.M. – 4 P.M. approximately): Proposed temporary road closure date.

Next Steps

The Board approved the resolution (Resolution No. 12-23) for the temporary road closure. Public Works was directed to further process the resolution.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • RCW 47.48

Reappointment to Conservation Futures Citizen Oversight Committee

Topic Summary

The Board is addressing the reappointment of Mary Biskup as the Citizen-District No. 1 Representative to the Conservation Futures Citizen Oversight Committee (CF Committee) for a four-year term ending January 12, 2027.

Key Points

  • Mary Biskup is recommended for reappointment to the Conservation Futures Citizen Oversight Committee.
  • Ms. Biskup is seeking her third term of service.
  • The term length is four years, expiring January 12, 2027.
  • She represents the Citizen-District No. 1 seat.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2027-01-12: End date of proposed term.

Next Steps

The Board approved and signed the reappointment request as part of the Consent Agenda (Item 20).

Sources

  • Julie Shannon - Executive Secretary II
  • Tami Pokorny - Conservation Futures Citizen Oversight Committee contact person

Reappointment to North Pacific Coast Marine Resources Committee (NPC MRC)

Topic Summary

The Board is considering the reappointment of Eileen Cooney as the Economic Groups Citizen Representative on the North Pacific Coast Marine Resources Committee (NPC MRC) for a two-year term ending January 9, 2025.

Key Points

  • Eileen Cooney is requesting reappointment to the North Pacific Coast Marine Resources Committee (NPC MRC).
  • She is recommended to serve as the Economic Groups Citizen Representative.
  • The term length is two years, expiring January 9, 2025.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2025-01-09: End date of proposed term.

Next Steps

The Board approved the reappointment request as part of the Consent Agenda (Item 19).

Sources

  • Julie Shannon - Executive Secretary II
  • Tami Pokorny - NPC MRC contact

Appointment to Conservation Futures Citizen Oversight Committee (Wetlands Representative)

Topic Summary

Jefferson County Public Health is requesting the appointment of E. Ryan McMackin to fill an open interest seat specifically for a Wetlands Representative on the Conservation Futures Fund Citizen Oversight Committee for a four-year term.

Key Points

  • E. Ryan McMackin is recommended to fill an Open Interest seat (specifically denoted as Wetlands Representative) on the CF Committee.
  • Two vacancies were advertised (District 2 and Open Interest).
  • Mr. McMackin interviewed for the position and is "highly recommended."
  • He has resided in Jefferson County for two years and is active in Quilcene community volunteer activities, including wetland restoration along Snow Creek.
  • His background includes successfully working as a freelance cinematographer and experienced outdoor recreationist, seven years of volunteer work for King County Search and Rescue, and completion of a WA DNR/WSU Forest Stewardship planning course.
  • The term will be four years, expiring March 27, 2027, filling the seat previously held by David Seabrook.

Financials

  • There is no fiscal impact to the General Fund for this appointment.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-12-07/12-14: Vacancy advertisement published in The Leader.
  • 2022-12-30: Application deadline.
  • 2023-03-27: Proposed start date of the four-year term.
  • 2027-03-27: Proposed end date of the term.

Next Steps

Public Health requested the County Commissioners appoint E. Ryan McMackin. The Board approved the appointment as part of the Consent Agenda (Item 22).

Sources

  • Pinky Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • E. Ryan McMackin - Proposed appointee
  • David Seabrook - Previous seat holder

Amendment to Tyler Technologies Energov Software Agreement (Environmental Health)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for Amendment No. 2 to its agreement with Tyler Technologies for the Energov Software, increasing the contract amount by $3,700. This modification funds consulting services to support third-party integration development with a previously purchased Application Programming Interface (API), aiming to correct data transfer issues with third-party software called "Online RME."

Key Points

  • The amendment adds $3,700 to the original License and Service Agreement (dated July 17, 2018) with Tyler Technologies for the Energov Software.
  • The funds are allocated for professional services, aimed at integrating the Energov system with a third-party software referred to as "Online RME."
  • The scope of utilization is limited to consulting and project management services to support the integration development using the previously purchased API.
  • The objective of the services is explicitly stated as "correcting data transfer to and from the third-party software," with "no guarantee of success."
  • Services breakdown: 10 hours of API Consulting at $300/hour ($3,000) and 4 hours of Project Management at $175/hour ($700).

Financials

  • Additional Amount (Expenditure): $3,700.
  • Total Contract Amount (Original term 7/17/2018 until terminated): Increased by $3,700.
  • Funding Source: Washington State Department of Health funding from the “Septic - Other On-Site /Wastewater Management” Program (Fund 127, Munis Org/Obj 12756210).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2018-07-17: Original License and Service Agreement Effective Date.
  • The amendment is effective upon signature.

Next Steps

JCPH management requested approval of Amendment No. 2. The Board approved the contract as part of the Consent Agenda (Item 7).

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tyler Technologies - Contractor
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Amendment to Substance Use Prevention Grant (Division of Behavioral Health and Recovery)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of Amendment 2 to an Agency Agreement with the Washington State Health Care Authority (HCA), Division of Behavioral Health and Recovery (DBHR), concerning Substance Use Prevention services, resulting in a reduction of $10,870.00 to the total contract amount. This contract, which funds the Community Prevention and Wellness Initiative (CPWI) expansion into the Quilcene School District (including Brinnon School District), is adjusted to a new total of $209,130.00.

Key Points

  • The contract funds the expansion of the state's Community Prevention and Wellness Initiative (CPWI) into the Quilcene School District, which includes the Brinnon School District (a feeder school).
  • JCPH functions as the fiscal agent for the coalition, which provides evidence-based alcohol, tobacco, and other drug prevention education and programming.
  • Existing CPWI Empowered Teens Prevention Coalitions operate in the Chimacum and Port Townsend School Districts (Cohorts one and six, respectively); Quilcene is part of Cohort 7.
  • Amendment 2 reduces the total maximum compensation by $10,870.00.
  • The adjusted total contract amount is $209,130.00.
  • The contract duration is September 30, 2021 – June 30, 2023.
  • The funding sources are primarily federal block grants (Substance Abuse Block Grant COVID Enhancement, State Opioid Response, SOR II) and GFS (General Fund State).
  • CPWI Coalitions are required to implement the "Starts with One" opioid prevention campaign and participate in National Drug Take Back Days (October and April).
  • Contractors must use no more than 8% of each fund source allocation for administrative/indirect costs, billed proportionately to direct expenses.

Financials

  • Reduction in Maximum Compensation: $10,870.00 (Decrease).
  • Adjusted Total Contract Amount: $209,130.00.
  • Funding Source: Fund 131, Munis Org/Obj 13156400 (The 1/10th of 1% fund is explicitly discussed in the match policy attachment, but the contract is primarily derived from Substance Abuse Block Grant and Opioid Response federal funds).
  • Federal CFDA Numbers and Total Amounts Obligated through HCA to Jefferson County (as of 3/15/2023):
    • SABG-CE (CFDA 93.959): $145,130.00 (Total obligated, including prior actions; this action reduces funds by $10,870).
    • SOR (CFDA 93.788): $19,444.00
    • SOR II (CFDA 93.788): $44,556.00

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2021-09-30: Contract Start Date (original).
  • 2023-03-15: Amendment 2 Start Date.
  • 2023-06-30: Contract End Date.

Next Steps

JCPH management requests Board approval of Amendment 2. The Board approved the amendment as part of the Consent Agenda (Item 18).

Sources

  • Apple Martine - Director, Public Health
  • Denise Banker - Community Health Director
  • Rachelle Amerine - Contracts Administrator, HCA
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • SAMHSA (Substance Abuse and Mental Health Services Administration)
  • HCA (Health Care Authority)

American Rescue Plan Act (ARPA) Grant: Port Townsend Police Department (PTPD) Mental Health Navigator

Topic Summary

Jefferson County Public Health (JCPH) is seeking approval for a two-year Professional Services Agreement with the Port Townsend Police Department (PTPD) totaling $134,400 to fund a Mental Health Navigator program. The Mental Health Navigator will provide intervention, case management, and referral services to eligible individuals experiencing mental health and/or substance abuse issues during encounters with PTPD, with the goal of reducing recidivism in jails and emergency rooms.

Key Points

  • The Navigator Program targets eligible Jefferson County participants with mental health and/or substance abuse issues who interact with PTPD officers.
  • Services include case management, psych-education, treatment referrals, crisis assessment when necessary, and assistance with coordinating medical, housing, employment, and education services.
  • Assessments can occur in the community, at the PTPD, Jail, Behavioral Health Court, or other safe, confidential locations.
  • The PTPD will employ the Navigator and develop in-depth policies and procedures emphasizing confidentiality, safety, and professionalism.
  • Cross-training between the Navigator and PTPD officers is required to enhance collaboration.
  • Expected Outcomes include: decreased Emergency Department visits for lower-level crisis interventions, decreased police interactions/charges/incarceration events for engaged individuals, connection to appropriate services, enhanced collaboration among community providers/first responders, and reduction in preventable events for first responders.

Financials

  • Total Contract Amount (Expenditure): $134,400.00.
  • 2023 Allocation: $67,200.00.
  • 2024 Allocation: $67,200.00.
  • Funding Source: County sales tax revenue deposited into Fund 131 (the 1/10th of 1% fund), allocated by the BOCC with input from the Behavioral Health Advisory Committee.
  • PTPD estimated total program cost per year: $104,400.00.
  • PTPD funding breakdown (2023 and 2024 budgets provided):
    • Navigator Salary/FTE: $49,630 (2023) / $55,680 (2024) (40 hours/week, $25-$40/hr).
    • Supervision: $4,800/yr (1 hour/week, $100/hr).
    • Administrative Fee: $6,720/yr.
    • Other Costs (2023 only, non-recurring capital items): $6,050 (Ballistic Vest, Phone, Flashlight, Portable Radio, Computer).
    • Other Funding Source (PTPD contribution/leverage): $37,200.00/yr.

Alternatives

  • The contract resulted from an RFP process, indicating other proposals may have been received or considered.

Community Input

  • The contract proposal was submitted with recommendation and funding approval from the Behavioral Health Advisory Committee.

Timeline

  • 2023-01-01: Agreement Start Date.
  • 2024-12-31: Agreement End Date.

Next Steps

JCPH requests approval of the Professional Services Agreement. The Board approved the request as part of the Consent Agenda (Item 6).

Sources

  • Apple Martine - Director, Public Health
  • Anna McEnery - DD & BH Coordinator, Public Health
  • City of Port Townsend (Contractor) - Contact John Mauro, City Manager
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Mark McCauley - County Administrator

American Rescue Plan Act (ARPA) Grant: Amendment to Whaleheart Productions Video Services

Topic Summary

Jefferson County Public Health (JCPH) is modifying an existing Professional Services Agreement with Whaleheart Productions to change the scope of video deliverables from five short videos to two more complex, thematic videos, while keeping the total contract cost fixed at $9,830. The new videos include a comprehensive JCPH services overview and a COVID-19 vaccine promotion video, designed to combat the "faceless government" concept and enhance public health communication.

Key Points

  • JCPH requested a modification to the contract scope but maintained the original contract amount of $9,830.
  • The original scope required production of five videos, each shorter than one minute (Mobile App How To, COVID Vaccine, 2x Faces of Public Health, and an Overview of Services in two lengths).
  • The modified scope requires production of two complex videos:
    1. Overview of Services (2:00 minutes).
    2. COVID Vaccine Video (:30 seconds).
  • The overall combined length of finished video content has reduced, but the complexity of the remaining videos has increased such that planning, production, and post-production time/cost estimates remain the same.
  • The videos aim to establish and build public trust in JCPH, increasing service use (especially COVID-19 vaccination among marginalized demographics).

Financials

  • Total Expenditure: $9,830 (Unchanged from original contract).
  • Funding Source: National Association of County and City Health Officials (NACCHO) grant (COVIED project, Fund 127).
  • Original cost breakdown included: Pre-production ($807.50), Production ($2,875.00), Post-production ($5,647.50), and Contingency/Equipment Rental ($500.00).

Alternatives

  • None specified.

Community Input

  • The videos are specifically intended to combat the “faceless government” concept and provide easily accessible public health information.

Timeline

  • 2022-08-31: Contract Start Date (original).
  • 2023-07-31: Contract End Date.
  • 2023-07-31: Delivery Deadline.

Next Steps

JCPH management requested approval of the modification. The Board approved the amendment as part of the Consent Agenda (Item 17).

Sources

  • Veronica Shaw - Deputy Public Health Director
  • Bonnie Obremski - COVID-19 Communications Specialist
  • Whaleheart Productions (Gabe Van Letvelt, Owner) - Contractor
  • NACCHO (National Association of County and City Health Officials) - Grant Source
  • Mark McCauley - County Administrator

Multiple Board Appointments to Housing Fund Board

Topic Summary

The Board of County Commissioners is making two appointments to the Housing Fund Board, selecting Viki Sonntag for a one-year term and Julia Cochrane for a three-year unexpired term.

Key Points

  • Viki Sonntag is appointed to the Housing Fund Board for a one-year term expiring December 31, 2023.
  • Julia Cochrane is appointed to the Housing Fund Board for a three-year unexpired term expiring December 31, 2024.
  • The appointments were made after the advertisement window closed and the Board reviewed all submitted applications.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-12-31: Viki Sonntag's term ends.
  • 2024-12-31: Julia Cochrane's term ends.

Next Steps

The Board approved the advisory board appointments as part of the Consent Agenda (Item 21).

Sources

  • Julie Shannon - Executive Secretary II
  • Viki Sonntag - Appointee (1-Year Term)
  • Julia Cochrane - Appointee (3-Year Unexpired Term)

Authorization to Hold USDA Congressionally Directed Spending Public Information Meeting

Topic Summary

Jefferson County is seeking authorization to hold a public information meeting on April 19, 2023, to satisfy a requirement of the USDA Rural Development application process for $1.45 million in Congressionally Directed Spending (CDS). The funds are sought to support the development of the Early Learning and Family Support Center Project.

Key Points

  • Jefferson County is working with the USDA to secure $1.45 million in Congressionally Directed Spending (CDS) for the Early Learning and Family Support Center Project (EL&FSC).
  • Holding at least one public information meeting is a mandatory requirement for the USDA Rural Development application package.
  • EL&FSC Project Background: The project is a proposed 4,000+ sq ft facility to be built on Ports Townsend School District property, owned and operated by the Olympic Peninsula YMCA.
  • The project aims to address a crisis-level lack of childcare (only 20% of 645 eligible children enrolled in licensed care as of March 2021).
  • The center aims to enroll up to 42 children (ages 6 weeks to 5 years, with 30% of spots reserved for ECEAP/WCCC subsidized families) and serve 50+ families through Resource Navigators.
  • Benefits include improved workforce recruitment/retention and addressing food insecurity (anticipated 15,000 meals distributed, food boxes for 75 families).
  • Total EL&FSC Project Budget: $2,790,000 (fully funded to date by CDS, government pledges, Jefferson Healthcare, and WA State Dept. of Commerce).

Financials

  • Target CDS Funding: $1.45 million.
  • Total EL&FSC Project Budget: $2,790,000 (Capital Funding).
  • Funding Source breakdown for $2.79M:
    • U.S. Congressionally Directed Appropriation: $1,450,000.00
    • Washington State Department of Commerce: $1,000,000.00
    • Government Pledges: $290,000.00
    • Jefferson Healthcare: $50,000.00
  • Fiscal Impact of CDS funds: Expected to be neutral, as administration costs are deemed reimbursable.

Alternatives

  • None specified.

Community Input

  • The hybrid public meeting format allows for virtual (Zoom, audio-only) and in-person attendance at the Jefferson County Courthouse.
  • Public comments can be provided via email by 11:59 p.m. the day before the meeting.
  • The meeting program includes presentations by Olympic Peninsula YMCA (Wendy Bart) and studioSTL (Simon Little).

Timeline

  • 2023-04-19 (6:30 p.m.): Proposed date for the public information meeting.

Next Steps

A motion was authorized to hold the USDA Congressionally Directed Spending public information meeting. The Board approved the motion as part of the Consent Agenda (Item 23).

Sources

  • Michael Mark - Grants Administrator
  • Mark McCauley - County Administrator
  • Wendy Bart - Olympic Peninsula YMCA
  • Simon Little - studioSTL (Facility Design)

Community Development Department (DCD) 2023 Workplan Priorities and Emerging Issues

Topic Summary

The Department of Community Development (DCD) presented its initial 2023 Workplan, highlighting significant challenges with emerging issues like capacity constraints, Energov software impediments, and an increased workload from the Site Development Review (SDR) process. DCD recommended prioritizing projects based on funding obligations, life safety concerns, and addressing critical system improvements before moving forward with long-range Comprehensive Plan docket activities.

Key Points

  • Emerging Issues/Constraints:
    • Capacity Crisis: Since February 22, 2023, DCD experienced five resignations across critical job classifications (Tech II, Associate Planner, Code Compliance Officer, Planning Supervisor, Building & Administrative Services Manager). Recruitment and training for these roles will supplant other work.
    • Increased SDR Workload: The end of the County's interim controls (moratorium) on legal lot status, and adoption of the new SDR process, has significantly increased workload (76 completed reviews out of ~264 applications submitted as of March 15, 2023). This led to longer permit review times (currently exceeding DCD's goal of 8-10 weeks for simpler permits).
    • Energov Impediments: Significant issues persist with the newly adopted Energov permit tracking software, complicating permit delivery.
    • Economic Slowdown: Decreased permit volumes suggest DCD's primary revenue source is slowing (down 4.7% in Q4 2022, 6.2% overall in 2022).
  • Core Recommendation Priorities (DCD/Staff Ranking):
    • Priority 1: Current Planning & Office of the Fire Marshal. This is ranked as the department’s primary responsibility, covering fee-paying applicants, implementation of state/international codes, and safety inspections (Fire Marshal).
    • Priority 2: Site Development Review Implementation & ENERGOV. Prioritizing resources to streamline SDR and fix ENERGOV issues, recognizing both systems are tied to core service delivery and community satisfaction.
    • Priority 3: Grant Supported Activities. Including Shoreline Master Program (SMP), Shoreline User’s Guide, Big and Little Quilcene Comprehensive Flood Hazard Management Plan, and Sea Level Rise modeling (addressing ecological and life safety concerns).
    • Priority 4: Comprehensive Plan Docket. Includes five current amendments: Midori Farms Rezone, Gifford-Yep Property Rezone, Bayside Housing Rezone, Housing Amendments (Planning Agency), and UDC Omnibus Update (Planning Agency).
  • Planning Commission (PC) Priorities: The PC identified 18 High Importance/High Urgency areas. Seven overlap with the BOCC's historical priorities, including Lot of Record, Affordable Housing Study, Farmworker Housing, SMP Finalization, Multifamily Tax Exemption, Inclusionary Zoning, and Gateway Sub-area Plan.
  • The project notes indicate that the total volume of work in the current year necessitates relying on clerk hires, grants, and volunteers to advance many projects.

Financials

  • Fiscal impact is significant on the DCD budget, as staff is currently under-recovering full costs for the SDR process.
  • The Energov system continues to require "significant fiscal resources and human capital far beyond that which was budgeted."
  • The BOCC's existing policy requires DCD to recover 75% of administrative costs via development fees, classifying DCD's core work as "Enterprise Funds."
  • The economic slowdown (fewer building permits) suggests DCD may need a "go-slow approach."

Alternatives

  • DCD recommends prioritizing quick fixes (1-3) to stabilize operations before taking on the docket (4) and other projects (5).

Community Input

  • The current SDR backlog (264 applications total submission) suggests significant community demand for lot review services.
  • Code revisions requested recently were for "Transient Housing" and "Legal Lot of Record" (both adopted).

Timeline

  • 2022-07-11: Prior BOCC workshop on Long-Range Planning projects.
  • 2022-10-04: SDR process adopted (following expiration of moratorium).
  • 2023-03-XX: Five staff resignations occurred, increasing capacity concerns.
  • 2023-03-XX: 2023 Comprehensive Plan Docket applications accepted.
  • Ongoing: DCD is in the periodic comprehensive plan update cycle, including meeting new state housing element regulations.

Next Steps

DCD requested the Commissioners review the plan, accept public comment, and identify any projects that should be advanced by clerk hires, interns, or on-call services. The BOCC held a workshop and discussion on the workplan.

Sources

  • Brent A. Butler, AICP - Director, Community Development
  • Josh D. Peters, AICP - Deputy Director, Community Development
  • Washington Center for Real Estate Research (WCRER)
  • Jefferson County Planning Commission (PC)
  • JCC 18.45.010(3)
  • RCW 82.02.020, 36.70A.540, 36.70A.210(1), 36.70A.100

Bid Opening Change for Port Hadlock Wastewater Facility

Topic Summary

Jefferson County Public Works announced an administrative change to the bid opening procedures for the Port Hadlock Wastewater Facility Phase I Project, moving the deadline for sealed bids from Monday morning, March 27, 2023, to Thursday afternoon, March 30, 2023. This change is intended to accommodate bidders' schedules, potentially yield better prices, and provide staff more response time during the bidding process.

Key Points

  • The bid opening date and time for the Port Hadlock Wastewater Facility Phase I – Site Preparation, Earthwork, and Service Utilities (Project No. 405-2114-0) have been changed via Addendum No. 1.
  • New Bid Deadline: Thursday, March 30, 2023, at 2:00 p.m.
  • New Bid Opening Time: Thursday, March 30, 2023, at 2:10 p.m. in the BOCC Chambers.
  • Justification for the change (per BOCC discussion on March 20th): Monday mornings are difficult for bidders due to busy schedules, last-minute quotes, and mailing deadlines. Moving the time gives bidders more time to compile quotes.
  • Technical/Scope revisions via Addendum No. 1:
    • Only trees and wood debris may be chipped on site and used as mulch; noxious weeds (e.g., scotch broom) must be disposed of off-site at a legal disposal site obtained and paid for by the Contractor.
    • Clay core material is not found on-site and must be imported by the Contractor.
    • The face rock specified in Section 6-13 for the welded wire wall (Hilfiker Wall) is needed and subject to Special Provision 9-13.1(1) for quarry spalls.
  • AutoCAD surfaces file of the project will be emailed to all Bidders on the Plan Holders List for earthwork quantity take-offs, but the file does not supersede the Bid Plans.

Financials

  • Fiscal Impact: There is no direct fiscal impact; however, staff suggested that bidders may offer "last-minute price breaks" by providing more flexibility in the bid submission date.

Alternatives

  • The original date was Monday, March 27, 2023.

Community Input

  • Bidders suggested the change to a later bid opening date/time.

Timeline

  • 2023-03-22: Question submission deadline (revised).
  • 2023-03-24: Written responses to questions provided to bidders (revised).
  • 2023-03-30 (2:00 p.m.): New bid submission deadline.

Next Steps

No action was necessary from the Board; the item was included as a reminder of the change.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Builders Exchange of Washington (Platform for bid documentation)

Adoption of County Communications Strategy and Planning Workshop

Topic Summary

The Commissioners held a workshop to review and discuss a proposal for a comprehensive County Communications Strategy and Planning document, presented by the new Communications Specialist. The purpose of the plan is to formalize guidelines and strategies for timely, accurate, coordinated, and transparent communication among the BOCC, residents, and County departments.

Key Points

  • Goal: Create and implement a Public Communications Plan and Social Media Plan.
  • Mission: Provide timely, accurate, coordinated information in ways the public wants to receive it.
  • Objectives: Establish the Communications Specialist's role; develop a reputation as a "media friendly" County of accessible experts; ensure consistent and timely messaging "with one voice"; and increase opportunities for community interaction.
  • Guiding Principles: Disseminate clear, proactive, and professionally consistent information; implement mechanisms for regular feedback; utilize varied, targeted communication methods; and provide a unified voice, especially during crises.
  • Priority Action Items (Priority A):
    • Convene the BOCC proactively before anticipated controversial policy discussions to prepare messaging.
    • Empower the Public Relations Committee (PRC) for debrief sessions and key recommendation decisions.
    • Identify and implement a two-way communication tool for meaningful, interactive dialogue between Commissioners and constituents.
    • Establish and foster sustained working relationships with external communicators.
    • Tailor major communications using the included inventory of audiences and tools (Appendices A and B) .
  • Legal/Ethical Considerations: Communications must uphold the highest legal and ethical standards, addressing: Washington Open Meeting/Public Records Laws, Accessibility (media/technology, language, physical disabilities), Informing vs. Persuading the public, and clarifying communications between the collective Board (Chair as spokesperson) and individual Commissioners.

Financials

  • Fiscal Impact: "To be determined." The plan noted that the BOCC should consider recommendations from the Communications Division to allocate financial, staff, and technological resources to address unmet or emerging communications needs during periodic updates to the plan.

Alternatives

  • None specified.

Community Input

  • Chair Brotherton called for public comments during the workshop, but none were received.

Timeline

  • Wendy Davis was hired as Communications Specialist in 2023.

Next Steps

The Board participated in the discussion and provided direction to the staff regarding the Communications Specialist's role and the plan's progress.

Sources

  • Wendy Davis - Communications Specialist
  • Mark McCauley - County Administrator

Minor Correction to Tyler Technologies EnerGov Software Agreement (License Additions)

Topic Summary

Jefferson County and Tyler Technologies executed an amendment to the 2018 EnerGov License and Services Agreement, effective December 9, 2019, adding licenses and software tools. This amendment reflects the purchase of additional users, view-only licenses, and a special bundle including the EnerGov Content Management API, Report Toolkit, and Community Development SDK.

Key Points

  • The amendment adds software and services to the original July 17, 2018 Agreement.
  • Software Added:
    • 4 units of EnerGov PLM Additional Users
    • 2 units of EnerGov View Only Licenses (All Suites)
  • Special Extensions Bundle Added: EnerGov Content Management API, Report Toolkit, and Community Development SDK (1 unit).
  • The "EnerGov SDK API (Toolkits)" are developed by Tyler to extend the EnerGov Framework and functionality to external agencies and systems. The purchase of a toolkit does not imply any development-related services from Tyler Technologies; the client is responsible for working with their IT and VARs for application/integration development (Section 8.8 of SOW).

Financials

  • Total One-Time Fees (License): $19,118.00 (discounted from $23,026.00).
  • Total First Year Recurring Fees (Maintenance): $4,604.00.
  • Total Contract Price (One-Time + Recurring): $23,722.00.
  • Per-unit costs:
    • PLM Additional Users: $2,907.00/license (net cost: $2,035.00/license).
    • View Only Licenses: $699.00/license (net cost: $489.00/license).
    • Special Bundle of APIs/Toolkits: $10,000.00 (net cost: $10,000.00).
  • Maintenance fee increases after Year 4 are limited to 5% annually, with written notification required for the County if any increase exceeds 5% after year 10.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2019-12-09: Amendment Effective Date.

Next Steps

The amendment was fully executed.

Sources

  • Tyler Technologies
  • Kate Dean - Chair, BOCC
  • Robert Kennedy - Director of Contracts, Tyler Technologies
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Woody Jackson - Quoting representative

Appointments to Housing Fund Board

Topic Summary

The Board of County Commissioners is appointing two individuals, Julia Cochrane and Viki Sonntag, to the Housing Fund Board with staggered terms of service.

Key Points

  • The appointments fill two vacancies on the Housing Fund Board.
  • Julia Cochrane is appointed for a three-year unexpired term expiring December 31, 2024.
  • Viki Sonntag is appointed for a one-year term expiring December 31, 2023.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-12-31: Viki Sonntag's term ends.
  • 2024-12-31: Julia Cochrane's term ends.

Next Steps

The Board approved the appointments as part of the Consent Agenda (Item 21).

Sources

  • Julie Shannon - Executive Secretary II
  • Julia Cochrane - Appointee
  • Viki Sonntag - Appointee

Reappointment to Conservation Futures Citizen Oversight Committee (District 1)

Topic Summary

Mary Biskup is being reappointed as the Citizen-District No. 1 Representative to the Conservation Futures Citizen Oversight Committee for a four-year term expiring January 12, 2027.

Key Points

  • Mary Biskup is reappointed to the Conservation Futures Citizen Oversight Committee.
  • She serves as the Citizen-District No. 1 Representative.
  • The term is four years, expiring January 12, 2027.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2027-01-12: Term end date.

Next Steps

The Board approved the reappointment as part of the Consent Agenda (Item 20).

Sources

  • Julie Shannon - Executive Secretary II
  • Mary Biskup - Reappointee
  • Tami Pokorny - Committee contact

Reappointment to North Pacific Coast Marine Resources Committee (NPC MRC)

Topic Summary

Eileen Cooney is being reappointed as the Economic Groups Citizen Representative to the North Pacific Coast Marine Resources Committee (NPC MRC) for a two-year term expiring January 9, 2025.

Key Points

  • Eileen Cooney is reappointed to the NPC MRC.
  • She serves as the Economic Groups Citizen Representative.
  • The term is two years, expiring January 9, 2025.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2025-01-09: Term end date.

Next Steps

The Board approved the reappointment as part of the Consent Agenda (Item 19).

Sources

  • Julie Shannon - Executive Secretary II
  • Eileen Cooney - Reappointee
  • Tami Pokorny - Committee contact

Reappointment to Conservation Futures Citizen Oversight Committee (Wetlands)

Topic Summary

Ryan McMackin is being appointed to the Conservation Futures Fund Citizen Oversight Committee to serve as the Open Interest (Wetlands) Representative for a four-year term.

Key Points

  • Ryan McMackin is appointed to the CF Committee as the Open Interest (Wetlands) Representative.
  • His appointment was sought via an advertised vacancy.
  • His background includes wetland restoration work and relevant natural resources training.
  • The term is four years, expiring March 27, 2027.

Financials

  • There is no fiscal impact to the General Fund.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2027-03-27: Term end date.

Next Steps

The Board approved the appointment as part of the Consent Agenda (Item 22).

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Ryan McMackin - Appointee

Motion to Authorize USDA Congressionally Directed Spending Public Meeting

Topic Summary

The Board authorized a motion to hold a public information meeting on April 19, 2023, regarding a $1.45 million USDA Congressionally Directed Spending (CDS) request for the Early Learning and Family Support Center Project, fulfilling a requirement for the USDA Rural Development application.

Key Points

  • The motion authorizes the public meeting to satisfy a requirement for the USDA Rural Development application package for $1.45 million in CDS.
  • The funds support the development of the Early Learning and Family Support Center Project.

Financials

  • The fiscal impact is expected to be neutral as administration costs are deemed reimbursable under the CDS funding.

Alternatives

  • None specified.

Community Input

  • The public meeting is scheduled for April 19, 2023, at 6:30 p.m., in a hybrid format (virtual and in-person).

Timeline

  • 2023-04-19 (6:30 p.m.): Date of the public information meeting.

Next Steps

The Board approved the motion as part of the Consent Agenda (Item 23).

Sources

  • Michael Mark - Grants Administrator
  • Mark McCauley - County Administrator

Memorandum of Agreement for Corrections Officer Hiring Incentive (Justin Maher)

Topic Summary

Jefferson County is approving a Memorandum of Agreement (MOA) providing a $15,000 lateral level hiring incentive to new Corrections Officer Justin Maher, adopted in response to critical staffing shortages in the Corrections Center. The incentive is tied to a three-year service commitment, with a proportional payback required if separation occurs before that term is completed.

Key Points

  • The agreement implements a lateral level hiring incentive established under a November 21, 2022, MOA between the BOCC and the Fraternal Order of Police (FOP)/Jefferson County Sheriff’s Office Uniformed Support Services (JCSOUSS).
  • The incentive addresses a chronic shortage of Corrections Staff; the Corrections Center currently has six vacancies out of 15 officer positions.
  • Current Corrections Officers worked approximately 2,600 hours of overtime since January 2022 to cover vacancies.
  • The new lateral level hiring incentive is $15,000.
  • The incentive requires the employee to complete three years of service. A pro-rated payback is required in equal monthly installments over a twelve-month period if the employee separates early (voluntarily or involuntarily).
  • Repayment may be waived or modified at the discretion of the Department Director or another County department director if the employee moves to a new County position that agrees to reimburse the Department.

Financials

  • Expenditure: $15,000 (Lateral Level Hiring Incentive).
  • Payment Schedule:
    • $5,000 at hire upon signing Agreement.
    • $5,000 upon successful completion of probation.
    • $5,000 upon completion of second year.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-01-XX: Start date used to measure 2,600 hours of overtime worked by existing staff.
  • 2022-11-21: BOCC adopted the original MOA authorizing the retention/hiring incentive structure.

Next Steps

The Board approved and signed the MOA for Corrections Officer Justin Maher. This was placed on the Consent Agenda (Item 4).

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director
  • Justin Maher - Employee (Lateral Level Corrections Officer)
  • FOP/JCSOUSS (Fraternal Order of Police/Jefferson County Sheriff's Office Uniformed Support Services)
  • RCW 4.24.115

Modification to Whaleheart Productions Professional Services Agreement (Video Services)

Topic Summary

Jefferson County Public Health (JCPH) approved an amendment to its Professional Services Agreement with Whaleheart Productions, changing the scope of work from five short videos to two highly complex videos (a 2-minute overview of JCPH services and a 30-second COVID-19 vaccine promotion) without altering the total contract price of $9,830.

Key Points

  • The change involves reducing the number of videos (from five to two) while increasing their complexity and length (e.g., from a planned 59-second overview to a 2-minute overview).
  • The total fee remains $9,830 because the increase in complexity offsets the reduction in quantity.
  • The project is funded by a National Association of County and City Health Officials (NACCHO) grant (COVIED project).
  • The videos aim to establish trust, increase service use, and promote COVID-19 vaccination.
  • The agreement includes insurance requirements, including Professional Liability coverage of at least $1,000,000 per claim.

Financials

  • Expenditure: $9,830 (Unchanged).
  • Funding Source: NACCHO COVIED grant (Fund 127).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-08-31: Original Contract Start Date.
  • 2023-07-31: Contract End Date.
  • 2023-07-31: Delivery Deadline.

Next Steps

The Board approved the amendment as part of the Consent Agenda (Item 17).

Sources

  • Veronica Shaw - Deputy Public Health Director
  • Bonnie Obremski - COVID-19 Communications Specialist
  • Whaleheart Productions (Gabe Van Letvelt) - Contractor
  • NACCHO (National Association of County and City Health Officials) - Grantor

Amendment to Port Townsend Police Department Mental Health Navigator Program Agreement

Topic Summary

Jefferson County Public Health is requesting approval for Amendment 2 to the agreement with the Port Townsend Police Department for the Mental Health Navigator Program. This amendment reduces the maximum compensation by $10,870, resulting in an adjusted contract amount of $209,130 for substance use prevention services related to Cohort 7 of the Community Prevention and Wellness Initiative (CPWI).

Key Points

  • The agreement is for CPWI prevention services in the Quilcene/Brinnon School Districts, with JCPH acting as the fiscal agent.
  • Amendment 2 reduces the total maximum compensation under the contract (K5534) by $10,870.00.
  • Adjusted contracted amount: $209,130.00.
  • The amendment appends Attachment 9 (Federal Subaward Identification - FSI) for funding amounts and period of availability (March 15, 2023 – June 30, 2023).
  • Primary funding source is Federal: Substance Abuse Block Grant (SABG) and State Opioid Response (SOR) funds.

Financials

  • Reduction in Maximum Compensation: $10,870.00.
  • Adjusted Total Contract Amount: $209,130.00.
  • Total Federal Funds Obligated through HCA to Jefferson County (SABG-CE + SOR + SOR II): $210,130.00 (prior to this reduction).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2021-09-30: Original Contract Start Date.
  • 2023-03-15: Amendment 2 Start Date.
  • 2023-06-30: Contract End Date.

Next Steps

JCPH management requests Board approval of Amendment 2. The Board approved the amendment as part of the Consent Agenda (Item 18).

Sources

  • Apple Martine - Director, Public Health
  • Denise Banker - Community Health Director
  • WA HCA (Washington Health Care Authority) - Contractor/Grantor
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • SAMHSA (Substance Abuse and Mental Health Services Administration) - Federal Funder

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